Bilingual Administrative Assistant Long Island City, NY Type: Direct-Hire Category: Administrative Reference ID: 10078235 Job Title: Executive/Administrative Assistant Industry: Facilities Services Location (City, State): Long Island City, NY Assignment Type: Direct Hire Pay: $60,000-$65,000 annually Work Schedule: Full-time | Monday-Friday | 8:00 AM-5:00 PM | Hybrid (3 days onsite, 2 days remote based on business needs; first 90 days fully onsite) Benefits: This position is eligible for medical, dental, vision, and 401(k). About The Company: Our client is a leading facilities services organization seeking an Executive/Administrative Assistant to support its Finance leadership team. This is an excellent opportunity for a highly organized administrative professional who enjoys managing multiple priorities, supporting executive leadership, and serving as a key contributor to day-to-day business operations. Job Description: The Executive/Administrative Assistant will provide comprehensive administrative and operational support to the Finance department by coordinating executive calendars, maintaining critical documentation, supporting audits, managing vendor onboarding, overseeing expense reporting, and assisting with special projects. The ideal candidate is proactive, detail-oriented, and capable of building strong relationships across multiple departments while handling confidential information with professionalism. Key Responsibilities: - Coordinate onboarding and offboarding activities for Finance team members, including maintaining training materials and department resources. - Support employee expense reporting by reviewing submissions, tracking approvals, and ensuring timely processing. - Maintain department calendars for audits, regulatory deadlines, reporting schedules, and other key business initiatives. - Organize and maintain departmental records, attendance logs, vacation schedules, and compliance documentation. - Draft, edit, and distribute professional correspondence, reports, presentations, and executive communications. - Schedule meetings, prepare agendas, coordinate meeting logistics, and manage conference room reservations. - Partner with cross-functional departments to support operational initiatives and improve internal communication. - Assist with the preparation, formatting, and distribution of financial reports, dashboards, presentations, and other business documents. - Coordinate vendor onboarding by collecting required documentation and ensuring compliance with company procedures. - Administer expense management processes, including executive expense reports and expense platform maintenance. - Manage corporate transportation programs and support reporting related to employee usage and expenses. - Assist with fleet administration by coordinating vehicle onboarding, maintaining records, and tracking required documentation. - Provide ongoing administrative and project support to Finance leadership as business needs evolve. Qualifications: - Bachelor's degree required. - 5+ years of executive or senior-level administrative support experience. - Bilingual Spanish strongly preferred. - Previous experience supporting Finance, Accounting, or Executive Leadership teams preferred. - Union environment experience is a plus. - Advanced proficiency with Microsoft Office Suite, particularly Microsoft Excel. - Strong organizational skills with exceptional attention to detail. - Excellent written and verbal communication skills. - Professional, polished, and proactive with the ability to manage multiple priorities independently. - Ability to handle confidential information with discretion and develop strong working relationships across departments.

• Support the software-defined organization by managing files, facilitating the transition to new digital formats, updating templates and standardizations, and contributing to continuous improvement initiatives • Manage files, facilitating the transition to new digital formats, updating templates and standardizations and contributing to continuous improvement initiatives • Provide technical support to staff for administrative software applications • Perform word processing, proofreading, spreadsheet data entry and reporting • Update specifications files • Create and maintain internal resumes • Manage proposal processes • Research Companywide, department events and travel coordination • Coordinate and support company training programs by scheduling, delivering to staff and managing all onboarding training logistics • Create, prepare, track and present internal company-wide meetings including monthly, quarterly and ad hoc sessions • Maintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracy • Research and purchase employee and client gifts, internal and external SWAG and manage related logistics to ensure timely delivery and adherence to budgetary guidelines • Track and fulfill document requests ensuring accuracy and timely completion • Monitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriately • Special Projects as needed, including project management and coordination of small to moderate-scope initiatives • Travel arrangements and booking industry events, including coordination and reservations • Email and schedule management • Company meeting presentation development and content coordination amongst contributors • Expense management • Special projects for Departmental Directors • Assist with professional licensing • Completion of Assigned Tasks and Deliverables on Time and on Budget • Performs Other Related Duties as Assigned

Role Description The Supervisory Medical Support Assistant (MSA) works within the VISN Clinical Contact Center (CCC) as part of an interprofessional healthcare team. The Supervisory MSA provides support across multiple ancillaries and interprofessional clinics and determines the needs of the Veteran/caregiver. The Supervisory MSA plays an integral role in achieving first contact resolution through Veteran-centered delivery of care. Responsibilities - Supervision and oversight of a Lead Medical Support Assistant and/or Supervisory Medical Support Assistant and all Advanced Medical Support Assistant staff assigned within their unit. - Responsible for recruitment, selection, and onboarding of subordinate employees. - Continual performance assessment, training, and monitoring of program measures. - Evaluating the work of subordinate staff. - Resolving complex problems to ensure patient services are met. - Evaluating new products, equipment, and systems to make recommendations for improved operations. - Identifying educational or training needs. - Making final decisions on hiring selections. - Evaluating performance and taking disciplinary action when necessary. - Working collaboratively with VISN programs, services, and interprofessional coordinated care team members to provide access to care and meet the needs of Veterans via various available contact modalities. - Administrative and professional responsibility for planning and directing the subordinate lead, supervisor and MSA's activities. - Extracting and analyzing data to provide reports to senior management in support of tracking measures. - Providing information and resolution to Veterans' requests within scope, using administrative judgement to escalate symptomatic concerns. - Using advanced knowledge of health care process as it relates to access of care to ensure Veteran appointment scheduling is efficient, operational and prioritized to maintain Veteran flow and clinic readiness. - Utilizing various software, hardware system products, and data portals to transfer and capture information electronically for the support of the daily operation of the unit. - Providing accurate details of organizational information to Veterans regarding the different services the VA offers. - Providing high-quality customer service to Veterans and their families/caregivers. - Communicating tactfully and effectively to customers. - Resolving Veteran complaints as appropriate. - Performing duties as assigned to ensure efficient and effective operations. Work Schedule Various for 24/7 call center. Tours will be discussed during interviews. Remote This is a remote position. Functional Statement # Supervisory Medical Support Assistant/PD1006FA Relocation/Recruitment Incentives Not authorized. Permanent Change of Station (PCS) Not authorized. Financial Disclosure Report Not required. Qualifications - United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. - High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education. - English Language Proficiency: Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f). Requirements - One year of creditable experience equivalent to the next lower grade. - Ability to provide the full range of administrative and supervisor duties to at least one subordinate MSA supervisor or team leader in a patient support setting. - Ability to collaborate, communicate and demonstrate customer service and interpersonal skills with internal and external customers. - Ability to provide briefings orientations, staff development, and training in a patient support setting. - Ability to manage fiscal matters, forecast resource and equipment needs and identify budget needs. - Advanced knowledge of managing or leading patient support staff in VISN CCC. Benefits - Leader or Supervisor of a Team or unit 6 months to 1 year, able to work independently. Physical Requirements The work is primarily sedentary with prolonged periods of sitting. The work requires use of fingers; ability to read without strain; ability to hear the whispered voice with or without hearing aid; emotional & mental stability.

• Provide comprehensive coordination and strategic support to the Water, Climate Change and Resilience (WCCR) Science Program Lead in planning and delivering high-profile international engagements. • Work closely with WCCR leadership, researchers, communications, administration, and finance units to coordinate effective execution of various tasks. • Focus on planning and execution of strategic events and partnerships, coordination and preparation of briefing materials, and engagement with key stakeholders. • Liaise with finance, travel, and other internal service units as well as external partners and event organizers. • Ensure timely delivery of outputs related to respective engagements.